1+ months

ADMINISTRATIVE SPECIALIST

University of Washington
Seattle, WA 98104
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ADMINISTRATIVE SPECIALIST

Req #: 182770
Department: ALLERGY AND INFECTIOUS DISEASES
Posting Date: 11/18/2020 
Closing Info: Open Until Filled 
Salary: Salary is commensurate with experience and education 
Shift: First Shift 
Notes: The University of Washington is following physical distancing directives from state and local governments as part of the collective effort to combat the spread of COVID-19.  Click here for updates

Onsite work in the interim will vary for units and for specific positions and will be discussed with candidates during the interview process.
 

As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world.

UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty. All of which has allowed the UW to be nationally recognized as a Great College to Work For for six consecutive years. 

The Division of Allergy and Infectious Diseases in the Department of Medicine has an outstanding opportunity for a full-time Administrative Specialist.

The Administrative Specialist will serve as principal executive assistant to the Head of the Division of Allergy & Infectious Diseases (AID), Department of Medicine as well as to the Division Administrator. The Administrative Specialist will also assist with academic HR processes. The Division has faculty, staff, and trainees at multiple clinical and research sites requiring independent judgment and decision making for daily operations.

Complexity:

This position must be able to coordinate across programs, disciplines and institutions to manage competing priorities and ensure cohesive programs. The Administrative Specialist collaborates with AID leadership, Division and Department administration and must work independently and take initiative to prioritize the workload and accomplish a broad volume of work.

Position Dimensions

The Division of Allergy & Infectious Diseases is comprised of 98 paid faculty, and approximately 200 staff and fellows. It has the largest research portfolio of all of the Department of Medicine Divisions with about $25 million in extramural funding per year.

The Division Head as well as many of the faculty represent the University of Washington in many capacities regionally, nationally and internationally. These national and regional positions add a significant layer of complexity to this position and our ability to support these positions reflect on the reputation of both the University of Washington and UW Medicine.

Responsibilities:

Executive Assistance (65%) This position performs a wide range of highly confidential, complex, executive-level administrative support activities, representing the Division Head to internal and external clients. Specific duties include:
  • Primary management of Division Head and Administrator schedules. 
  • Coordinate and complete complex travel arrangements for the Division Head, as well as for visitors and potential faculty recruitments to the Department.
  • Organize and manage tracking systems for visitors, phone calls, and external contacts.  Responsible for alerting faculty and staff to necessary action items; input/track all correspondence for follow-up/status purposes utilizing spreadsheet software; monitor and update document tracking log daily to ensure Division Heads commitments and obligations are met.
  • Collaborate with the Department of Medicine Chair's office regarding leadership responsibilities.

    Office Administration (25%) This position will manage and oversee the following functions:
  • Manage and represent the Division Head administrative office, including development and implementation of policies and procedures;
  • Maintain Division website with updated content on personnel, events, fellowship programs.
  • Maintain personnel and space database of contact information for Division personnel;
  • Prepare and distribute biweekly Division newsletter.
  • Maintain organizational charts.
  • Manage telecommunications and movers to coordinate office assignments, moves, remodels;
  • Act as Records Manager for division; continually develop and maintain records retention system. Manage movement of documents to storage and oversee disposal at end of retention period as per UW regulations;
  • Manage supply orders for Division Head and Admin offices;
  • Facilitate travel planning and reimbursements for DH, Administrator, and guests to the Division;
  • Responsible for event planning and support for Division events including but not limited to annual retreat and Kirby Dinner event. Includes facility rental, catering planning; travel for guest speakers, etc.
  • Act as the Floor Warden for DH office staff and faculty. Works in close liaison with staff regarding safety and emergency preparedness procedures. Responsible for executing safety procedures during emergency drills and events; Liaison for AID faculty and medical center emergency training;
  • Oversee work of student assistants as needed.
  • Other duties as assigned.

    Faculty Affairs Support (10%) This position will provide faculty affairs support working under the guidance of the Division Human Resources Manager. This position will ensure compliance with the Faculty Code and the School of Medicine policies and procedures.   Specific duties include:
  • Direct and manage the annual faculty review process for DAID. Receive and review required materials and prepare them for distribution; conducting surveys and solicit evaluation materials on an ongoing basis; creating and maintaining faculty portfolios; ensuring that the process complies with the Faculty Code;
  • Implement and process medical staff credentialing  for clinically active faculty and staff requiring hospital privileges at any of the UW Medicine sites. Ensure compliance and timeliness of credentialing requirements. Handle confidential materials pertaining to medical practice histories. Identify potential delays in institutional approval process and address as needed to avoid suspension of clinical practice privileges;
  • Assist with compilation of new appointment and promotion packets;
  • Assist with onboarding and orientation for new faculty recruits including badging, lab coat orders, photo session arrangements, etc.

    As a UW employee, you will enjoy generous benefits and work/life programs.  For detailed information on Benefits for this position, click here.

    REQUIREMENTS:

  • Bachelor's degree and 2 years of administrative experience OR equivalent work experience in an executive assistant position.

    Additional Requirements:
  • Experience with drafting and editing correspondence, reports, documents, and meeting notes.
  • Exceptional interpersonal skills (in-person, via phone, and using electronic communication tools).
  • Strong attention to detail and overall flexibility when working in ambiguous situations.
  • Ability to exercise independent judgement, use creativity in solving problems, and demonstrate strong organizational and prioritization skills.
  • Strong proficiency with Microsoft Office (Word, Excel, PowerPoint) and Adobe Acrobat
  • Familiarity with the principles of Quality Improvement and experience working with diverse teams of individuals.

    Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

    DESIRED

  • Prior work experience in an academic, healthcare and/or administrative environment.
  • Prior experience with faculty appointments and credentialing processes.
  • Experience with University of Washington systems and procedures.
  • Experience with HMC, UWMC and VA PSHCS campus locations and systems.

    CONDITIONS OF EMPLOYMENT

  • This position requires coordination across multiple sites, which increases the complexity of communication to faculty and staff and increases the volume of work related to fulfilling the specific needs of employees at each specific site (i.e. assessing training and onboarding/offboarding needs as well as being familiar with site-specific policies/protocols)

    Application Process:
    The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process.  These assessments may include Workforce Authorization, Cover Letter and/or others.  Any assessments that you need to complete will appear on your screen as soon as you select Apply to this position. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your My Jobs page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.

  • Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.

    Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

    The University of Washington is a leader in environmental stewardship & sustainability, and committed to becoming climate neutral.

    The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.

    To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.


    Posted: 2020-09-18 Expires: 2020-12-20

    University of Washington

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    ADMINISTRATIVE SPECIALIST

    University of Washington
    Seattle, WA 98104
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